Band 2 Admin Coordinator – Respiratory Medicine
You will need to be able to demonstrate excellent communication skills, be able to problem solve, prioritise workloads, be patient focused and have a positive attitude. In addition, you will require an excellent telephone manner, good IT skills, have the ability to handle a variety of tasks and must be able to work well under pressure.
You should have a good general education (e.g. GCSE English & Maths A-C) and Business Administration Level 2 or equivalent experience in a clerical environment. Knowledge of MS Office including Word, Excel & Outlook will be important. Knowledge of the Trust IT systems including Oceano would be a significant advantage but is not essential as full training will be provided.
The successful candidate will meet & greet patients on reception, register patient arrivals and book, cancel & reschedule appointments, deal with telephone queries, prepare patient notes for clinic and complete a variety of general admin tasks.
The post is based at Heartlands, 34.5 hours Monday to Friday and will require cover up to 5.00 pm in order to cover the outpatient clinic times.
Main Duties, Tasks & Skills Required
Providing an efficient and professional administrative service and the covering of reception desks to include the booking in and out of patients for outpatient clinics.
- Undertake data input, accurately inputting data using a variety of Trust IT systems in a timely way
- Communicating with patients and coordinating appointments
- Answering the telephone and taking messages, deal with them in a timely and efficient way and refer as appropriate
- Arrange meetings as and when required
- Receive and open incoming post and take action as required
- Review and action electronic correspondence and disseminate as appropriate
- Liaise with staff, patients and external agencies, such as GP's, Dentist's etc
- Provide patients with support, non-clinical advice and information on a range of issues including appointment queries
- Notify patients of new or changes to appointments
- Highlight capacity shortfalls in appointment availability / clinical areas and escalate to supervisor / team leader
- Ensure patients are listed in chronological order unless clinical priority determines otherwise
- Manage long waiting list patients in line with National Guidelines and local Patient Access Policy
- Organise own day-to-day work tasks showing an ability to prioritise in order to achieve set timescales
For a full list of main duties please refer to the job description.
About Us
We are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.
Our commitment to our staff is to create the best place for them to work, and we are dedicated to:
Investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can;
Offer our staff a wide variety of training and development opportunities, to support their personal and career development objectives.
UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment. This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reach their true potential, achieve their ambitions and thrive in their work. This is more than words. We are taking action. Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO. We nurture a culture which empowers staff to challenge discriminatory behaviours and to enable people to bring their 'whole self' to a kinder, more connected and bold place to work.
University Hospitals Birmingham is a Smoke-Free premises hospital.
Job Description
*Please Note : For a detailed job description for this vacancy, please see attached Job Description*
Person specification
Qualifications
Essential
- Good General Education (e.g. GCSE English and Maths A-C) or GCSE Level 9-4
- Experience of working with a range of Microsoft Office packages (eg. Word, Excel and Outlook)
- Experience of using IT systems
- Experience of working in a busy office / customer care environment
- Experience of working in Healthcare
Essential
- Work effectively and flexibly as part of a team to meet the needs of the services
- Confident in dealing with people at all levels
- Must be able to demonstrate an understanding of equality and diversity
- Ability to travel to multiple sites
- The post holder will have the ability to pay attention to detail where there are predictable interruptions to the work pattern
- Ability to work under pressure and deal with stressful situations
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.